Purpose:
This role works closely with clients, Technical Directors, shop leadership, vendors, and the COO to keep projects organized, communicated, and moving on schedule.
Key Responsibilities:
Manage Projects & Client Relationships
- Serve as the primary point of contact for assigned clients and projects
- Coordinate project schedules, deadlines, approvals, and outstanding decisions
- Maintain clear, responsive communication with clients throughout the project
- Coordinate with designers, Technical Directors, department leads, vendors, and other production partners
- Identify schedule, budget, scope, or communication concerns early and bring them to the appropriate team member
- Support load-ins and project logistics as needed
Quotes & Project Follow-Up
- Coordinate the estimating and quoting process for assigned projects
- Gather internal estimates, vendor pricing, and other information needed to complete proposals
- Track outstanding quotes, approvals, and client questions
- Follow up with prospective clients and keep opportunities moving
- Help ensure changes in scope are documented and appropriately priced
Vendors, Materials & Purchasing
- Coordinate outside vendors and specialty fabrication
- Request and track vendor pricing
- Order and track project-specific specialty materials
- Monitor lead times, deliveries, and missing information that could affect production
- Communicate purchasing and vendor issues before they become schedule problems
Staffing & Production Coordination
- Coordinate with the COO, Technical Directors, and department leads regarding project needs, timelines, and staffing
- Help communicate overhire and freelance labor needs as projects develop
- Flag resource conflicts or scheduling concerns across concurrent projects
Project Systems & Documentation
- Maintain organized project documentation and communication
- Keep project information current in company tracking and project-management systems
- Make sure decisions, approvals, and follow-up items are captured and visible
- Maintain clear project schedules and records throughout fabrication and installation
What We're Looking For
We are looking for someone who is organized, communicative, and comfortable taking ownership of multiple projects at once. The PM is expected to independently manage the day-to-day coordination of assigned projects while keeping company leadership informed of significant changes to scope, schedule, budget, or client expectations.
Strong candidates will have:
- Experience in production management, project management, technical direction, or a similar role
- Strong written and verbal communication skills
- Excellent organization and follow-through
- Experience managing schedules, vendors, purchasing, or project budgets
- Comfort communicating directly with clients
- The ability to manage several active deadlines simultaneously
- Familiarity with theatrical production, scenic fabrication, live events, or another fabrication-based industry
- Comfort working with spreadsheets and project-management software
- Good judgment about when to solve a problem independently and when to ask for input
Experience with scenic fabrication, estimating, technical direction, or ClickUp is a plus.
